Executive Operations Coordinator

Job Summary

We seek a proactive, well-organized Executive Operations Coordinator to work closely with our CEO, support daily operations, coordinate recruitment and employee onboarding, and facilitate clear communication and execution across the organization. Handles confidential information with discretion.

Key Responsibilities

Executive Support

· Coordinate the CEO’s calendar, appointments, virtual meetings, and related logistics.

· Assist with internal and external communications, correspondence, and follow-ups.

· Prepare agendas, attend meetings as needed, document decisions, and track action items.

· Draft, edit, format, and organize presentations, reports, and business documents.

· Follow up with employees, contractors, vendors, and business partners on deadlines and deliverables.

· Maintain confidentiality and exercise sound judgment when handling sensitive information.

Recruitment & Employee Onboarding

· Prepare and post job openings; collect, organize, and track applications and resumes.

· Assist with initial resume screening against established criteria and coordinate interviews.

· Communicate scheduling and next steps to candidates.

· Coordinate new-hire paperwork, orientation schedules, and access or equipment requests.

· Maintain accurate recruiting and employee administrative records.

Office Administration & Operations

· Coordinate office administrative activities, supplies, services, and document management.

· Maintain organized digital and physical records and support internal information sharing.

· Coordinate travel, office meetings, and company events when needed.

· Monitor project action items, prepare status updates, and support process improvements.

· Assist with special projects and other related administrative duties as assigned.

Qualifications

· 1– 3 years of relevant experience in executive support, administration, recruiting coordination, or operations; equivalent combinations of education and experience considered.

· Strong written and verbal communication, organization, prioritization, and follow-through.

· Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint

· Ability to work independently, manage competing deadlines, and handle confidential information.

· Experience supporting leadership, onboarding employees, or working with international contacts is a plus.

Language Skills: Fluency in Mandarin Chinese is preferred.

Pay: $57,500.00 - $69,300.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person